Board Minutes November 2023 - Revision history

Kelly.granigan: /* New Business */

2023-11-15T17:39:45Z

New Business

← Older revision		Revision as of 17:39, 15 November 2023
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	* Letter needs to be updated and signed and then will be sent early next week.		* Letter needs to be updated and signed and then will be sent early next week.
	* Any opposition to sending this out? No opposition		* Any opposition to sending this out? No opposition


	=== Retreat Planning and Organizing ===		=== Retreat Planning and Organizing ===

Kelly.granigan: /* AGM Planning */

2023-11-15T17:39:27Z

AGM Planning

← Older revision		Revision as of 17:39, 15 November 2023
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	***Comment (Greg): Would you like me to put out the call for board nominations on socials?		***Comment (Greg): Would you like me to put out the call for board nominations on socials?
	***Reply: Yes please.		***Reply: Yes please.

	** Presentations by ED, President, Treasurer		** Presentations by ED, President, Treasurer
	** Annual Report Preparation		** Annual Report Preparation

Kelly.granigan: /* Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min) */

2023-11-15T17:38:42Z

Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)

← Older revision		Revision as of 17:38, 15 November 2023
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	=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===		=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
	* Staff have organized it, it will be happening this Friday		* Staff have organized it, it will be happening this Friday
	$200 Earth General Store GC is in Marcel’s name and is available for use for the event.		* $200 Earth General Store GC is in Marcel’s name and is available for use for the event.
	Board participation is not requested, but as board members are volunteers as well, they are all invited.		* Board participation is not requested, but as board members are volunteers as well, they are all invited.

	=== AGM Planning ===		=== AGM Planning ===

Kelly.granigan: /* 2021-2022 Financial Year Audit - Final Report */

2023-11-15T17:38:06Z

2021-2022 Financial Year Audit - Final Report

← Older revision		Revision as of 17:38, 15 November 2023
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	* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]		* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
	* Question (Coreen): Is this accessible to staff?		* Question (Coreen): Is this accessible to staff?
	**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit		**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit


	=== Governance Committee Report ===		=== Governance Committee Report ===

Kelly.granigan: /* Executive Director's Report (10 min) */

2023-11-15T17:37:22Z

Executive Director's Report (10 min)

← Older revision		Revision as of 17:37, 15 November 2023
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	*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K		*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
	**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?		**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
	(Marcel) Yes. That is a good idea.		**(Marcel) Yes. That is a good idea.
	*Question (Coreen): When is our next Casino?		*Question (Coreen): When is our next Casino?
	**Reply (Kelly): April 2025, at Rogers Place Casino.		**Reply (Kelly): April 2025, at Rogers Place Casino.

Kelly.granigan: /* Executive Director's Report (10 min) */

2023-11-15T17:36:53Z

Executive Director's Report (10 min)

← Older revision		Revision as of 17:36, 15 November 2023
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	=== Executive Director's Report (10 min) ===		=== Executive Director's Report (10 min) ===
	* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report		* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report]
	*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K		*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
	**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?		**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
	(Marcel) Yes. That is a good idea.		(Marcel) Yes. That is a good idea.
	*Question (Coreen): When is our next Casino?		*Question (Coreen): When is our next Casino?
	**Reply (Kelly): April 2025, at Rogers Place Casino.		**Reply (Kelly): April 2025, at Rogers Place Casino.


	=== 2021-2022 Financial Year Audit - Final Report ===		=== 2021-2022 Financial Year Audit - Final Report ===

Kelly.granigan: /* Bike Edmonton Board Meeting Minutes for November 2023 */

2023-11-15T17:36:37Z

Bike Edmonton Board Meeting Minutes for November 2023

← Older revision		Revision as of 17:36, 15 November 2023
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	* Location: Google Meet		* Location: Google Meet
	* Start Time: November 13, 2023 7pm		* Start Time: November 14, 2023 7pm

	Please RSVP to [mailto:board@bikeedmonton.ca board@bikeedmonton.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!		Please RSVP to [mailto:board@bikeedmonton.ca board@bikeedmonton.ca] if you plan on attending. Please include a brief summary of any agenda item you would like to table. Thank you!

Kelly.granigan: /* Attendance */

2023-11-15T17:36:20Z

Attendance

← Older revision		Revision as of 17:36, 15 November 2023
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	* Regrets: Alexandra, Charlotte, Stephen, John		* Regrets: Alexandra, Charlotte, Stephen, John
	* Absent:		* Absent:
			* Meeting Chair: Kelly
			* Minute Taker: Andi

	== Call to Order ==		== Call to Order ==

Kelly.granigan: /* Attendance */

2023-11-15T17:35:55Z

Attendance

← Older revision		Revision as of 17:35, 15 November 2023
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	== Attendance ==		== Attendance ==
	Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi		* Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
	Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak		* Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
	Regrets: Alexandra, Charlotte, Stephen, John		* Regrets: Alexandra, Charlotte, Stephen, John
	Absent:		* Absent:

	== Call to Order ==		== Call to Order ==

Kelly.granigan at 17:35, 15 November 2023

2023-11-15T17:35:24Z

← Older revision		Revision as of 17:35, 15 November 2023
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	== Attendance ==		== Attendance ==
	* Meeting Chair: Kelly ~~Granigan~~		Attendance: Kelly, Marcel, Matthew, Ceileigh, Maxine, Andi
	* Minute-taker:		Guests: Greg Glatz, Coreen, Nazz Baksh, Larry Sandulak
	* Board attendance:		Regrets: Alexandra, Charlotte, Stephen, John
	* Regrets: Alexandra		Absent:
	* Absent:
	* Guests:

	== Call to Order ==		== Call to Order ==
	* Meeting called to order at 7: PM		* Meeting called to order at 7:06pm

	== Logistics for Next Meeting ==		== Logistics for Next Meeting ==
	* Date:		* Date: November 26, board retreat. Details TBD.
	* Location:		* Location:
	* Chair:		* Chair: Alexandra
	* Minute-taker:		* Minute-taker:

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	=== Executive Director's Report (10 min) ===		=== Executive Director's Report (10 min) ===
	*		* [https://docs.google.com/document/d/1QRYTyxoBCIyvS3Fj5JMYT7-thd-U76pkzgfKjsQ3BuE/edit?usp=sharing Executive Director's Report
			*Question/Comment: (Marcel) We need more than a balanced budget, we need a budget that will be increased revenue that will allow for the elimination of the deficit and to ensure that we have financials to cover rents in 2025. $77K has been deposited to our Casino account. We have about 11mos of rent covered. This means that this time next year, we will have exhausted that and the budget will need to cover that. This is estimated to be $40K
			**Reply: (Greg) are you open to using funds beyond our Casino account to cover rent to allow for that money to help carry us through winter 2025?
			(Marcel) Yes. That is a good idea.
			*Question (Coreen): When is our next Casino?
			**Reply (Kelly): April 2025, at Rogers Place Casino.


	=== 2021-2022 Financial Year Audit - Final Report ===		=== 2021-2022 Financial Year Audit - Final Report ===
	* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]		* [https://drive.google.com/file/d/1daZzRUE-hdfOyZiNml2QWWrMGNndyDxV/view?usp=sharing Audit Final Report]
			* Question (Coreen): Is this accessible to staff?
			**Reply: Yes, and it is publicly available. It will be attached to the Annual Report. Next year’s financials will not be audited as they are prepared now by a bookkeeper, so they will be reviewed and save us the cost of an audit


	=== Governance Committee Report ===		=== Governance Committee Report ===
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	{{Motion		{{Motion
	\|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented		\|motion=To approve this November agenda, the October 2023 [https://apps.bikeedmonton.ca/w/Board_Minutes_October_2023 minutes], and reports as presented
	\|first=		\|first= Marcel
	\|second=		\|second= Ceileigh
	\|yes=		\|yes=
	\|no=		\|no=
	\|abstain=		\|abstain=
	\|result=		\|result= passed
	}}		}}

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	=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===		=== Staff/Volunteer appreciation event update (Stephen, Charlotte, Ceileigh) (10 min)===
	*		* Staff have organized it, it will be happening this Friday
			$200 Earth General Store GC is in Marcel’s name and is available for use for the event.
			Board participation is not requested, but as board members are volunteers as well, they are all invited.

	=== AGM Planning ===		=== AGM Planning ===
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	** make a meeting in the event calendar with link to Google Meet: Kelly		** make a meeting in the event calendar with link to Google Meet: Kelly
	** attendance/RSVPs, confirmation of membership: Ceileigh, with staff help (or Chris?)		** attendance/RSVPs, confirmation of membership: Ceileigh, with staff help (or Chris?)
			***List of RSVP is available in the “Externally Shared > 2023 AGM” folder
	** tech assistance for attendees, like helping people find how to call in if they don't have a computer: will deal with on an as-needed basis		** tech assistance for attendees, like helping people find how to call in if they don't have a computer: will deal with on an as-needed basis
	** Running election: Andi		** Running election: Andi
			***There are 8 open seats and two nominations have been received.
			***Comment (Andi): Seven seats are required to establish a board; Nominations will be taken from the floor
			***Kelly will set up the election in the election runner software, just in case. Andi and Kelly will connect on Saturday to go over last minute
			***Comment (Greg): Would you like me to put out the call for board nominations on socials?
			***Reply: Yes please.

	** Presentations by ED, President, Treasurer		** Presentations by ED, President, Treasurer
	** Annual Report Preparation		** Annual Report Preparation
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	* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term		* With ongoing union negotiations, uncertainty in south shop location/rent, recommend board finalizes budget in new term
	* Not required to approve budget at a general meeting, the board may approve budget		* Not required to approve budget at a general meeting, the board may approve budget
			* Consent from Board Members

	== New Business ==		== New Business ==
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	* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period		* In addition to signing the petition, we are proposing to send a letter, aligned with the CFIB ask of a 1 year extension to the forgiveness period
	* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]		* [https://drive.google.com/file/d/1lyKTiCMQrSACD-Utnv9YCeoHO2n53ID3/view?usp=sharing Letter to request extension]

			* This letter will be public
			* Need to add for CC: Servus (ahead of reaching out to them to renegotiate our loan); Marie Claude-Bibeau, Minister of National Revenue
			* EDITING TO LETTER: change language from “cease operations” to “bankrupt”
			* Letter needs to be updated and signed and then will be sent early next week.
			* Any opposition to sending this out? No opposition


	=== Retreat Planning and Organizing ===		=== Retreat Planning and Organizing ===
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	{{Motion		{{Motion
	\|motion= To move into in camera session with Dr. Greg Glatz as guest		\|motion= To move into in camera session with Dr. Greg Glatz as guest
	\|first=		\|first= Matt
	\|second=		\|second= Marcel
	\|yes=		\|yes=
	\|no=		\|no=
	\|abstain=		\|abstain=
	\|result=		\|result= passed
	}}		}}

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	{{Motion		{{Motion
	\|motion= To move out of in camera session		\|motion= To move out of in camera session
	\|first=		\|first= Matt
	\|second=		\|second= Marcel
	\|yes=		\|yes=
	\|no=		\|no=
	\|abstain=		\|abstain=
	\|result=		\|result= carried
	}}		}}

			Marcel: Who will be taking care of Financial needs until end of November?
			Kelly and Andi will continue to be available.

	Adjourned at 8:		Adjourned at 8:33pm

	[[Category:minutes]]		[[Category:minutes]]
	[[Category:2022-2023 Board minutes]]		[[Category:2022-2023 Board minutes]]